Human Resources/PEIMS- Directors Secretary

Administrative Assistant

Under moderate supervision organize and manage the routine work activities of the HR department office and provide clerical support to the director of human resources and other staff members. Coordinate the collection and reporting of district Public Education Information Management System (PEIMS) data. Provide help to all district directors.

High school diploma or GED

Proficient skills in keyboarding, 10-key numerical data entry, word processing, and file maintenance

Ability to use software to develop spreadsheets and databases, perform data analysis, and do word processing

Ability to meet established deadlines

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-ask numerous complex administrative activities

Basic math skills

Ability to understand detailed written or oral instructions

Effective organizational, communication, and interpersonal skills

Three years secretarial experience

Three years of experience in school district administrative support position requiring collecting and entering data; experience using coding systems

Experience with Frontline and TalentEd preferred

Coordinate the collection, integration, and formatting of all data required for PEIMS submission according to Texas Education Agency PEIMS Data Standards.

Work cooperatively with campus, business office, and personnel office staff to collect, organize, and format data required to submit district PEIMS data according to prescribed state deadlines.

Run edits, reports, and verification checks on data to ensure accuracy of information.

Distribute edits and reports to appropriate staff for analysis, verification, and correction.

Submit complete and accurate PEIMS data in Texas Education Agency (TEA)-prescribed format to education service center (ESC) for processing using computer terminal or personal computer.

Verify data submitted to TEA and submit corrections in a timely manner.

Receive PEIMS-related information from ESC and TEA, attend all regional PEIMS workshops, and disseminate information to other staff in a timely manner, including updates to PEIMS Data Standards.

Prepare correspondence, forms, manuals, schedules, and reports for the director of human resources and other department staff members.

Prepare recruitment and new-hire packets.

Process and receive criminal history record information, references, and other application materials.

Assist with maintenance of information in employee database.

Prepare and distribute employment contracts.

Compile, maintain, and file all reports, records, and other documents as required including preparing various federal, state, and local reports.

Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.

Greet visitors and assist employees and applicants with completing applications and required paperwork.

Maintain a schedule of appointments and assist with scheduling interviews and meetings.

Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.

Make travel arrangements for department.

Receive, sort, and distribute mail and other documents to department staff.

Maintain confidentiality of information.

Follow district safety protocols and emergency procedures.

None.

Standard office equipment including personal computer and peripherals

Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Occasional light lifting and carrying (under 15 pounds)

May work prolonged or irregular hours; occasional districtwide travel

Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.